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The virtual project manager: 7 best practices for effective communication
1. The Virtual Project Manager
7 best practices for effective
communication
Hassan Osman
www.thecouchmanager.com
2. 1. Establish a Clear
Communication Plan
Define the rules of engagement
Explain communication preferences &
frequency
Define an escalation path
Include a project organizational chart
Include the team’s contact info
3. 2. Account for
Informal Discussions
Start or end meetings with discussions
unrelated to work
Plan for specific virtual meetings that
have the objective of socializing with
the team
4. 3. Be a Master of
Technology
Become an expert at using online
collaboration software
Understand limitations and
overlapping features of different
applications (including scheduling,
project management, and document
management software)
5. 4. Conduct
Structured Meetings
Have a specific agenda & send it out
ahead of time
Ensure the team remains on topic
during the meeting
Capture risks, issues & action items
(and assign owners)
Follow-up after the meeting with a
summary email
6. 5. Leverage Video
when Needed
Use webcam conferencing during
sensitive meetings to avoid the negative
effects of non-visual communication
Use more sophisticated video
conferencing technologies (like Cisco
TP) to conduct meetings when stakes are
high (e.g., negotiation discussions with
customers)
7. 6. Determine a Range
for Time-Zone
Differences
Determine a “prime-time” range for
meetings that include geographically
dispersed team members
Document time zone differences and
ranges in the communication plan
8. 7. Use Email
Effectively
Keep emails short – no one likes long
messages
Don’t bury action items (highlight
them using bullets)
Use different subject lines for new
email topics
Use “Reply-All” and “CC” sparingly
9. Find out more about
Influencing Virtual Teams
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